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RequestforProposalRFPNo.IT-2015-101
November23rd2015
PhoneSystemReplacement
DeadlineforReceiptofProposals:January18th,2016at4:30pm
Proposalstobesubmittedbye-mailtoMorganCalvert(mcalvert@middlesex.ca).ITDepartmentMiddlesexCounty399RidoutSt.N.London,ON.,N6A2P1
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1. DEFINITIONSInthisRequestforProposal,inadditiontotermsdefinedelsewhereinthisRequestforProposal,thefollowingtermshavethefollowingmeanings:“MandatoryRequirement”hasthemeaningdescribedinsection4(a)ofthisRequestforProposal.“RatedRequirement”hasthemeaningdescribedinsection4(b)ofthisRequestforProposal.“RequestforProposalorRFP”meansthisdocumentinclusiveofalldefinitionsandprovisionscontainedtherein.“Services”–meansallMandatoryandRatedRequirementsofthisRFPasoutlinedinSection6.
2. INTRODUCTIONTheMunicipalityoftheCountyofMiddlesexisprimarilyaruralcountylocatedinSouthwesternOntario.MiddlesexCounty(“theCounty”)withapopulationofapproximately80,000isatwo-tierlocalgovernmentsystemwhichiscomprisedofeightincorporatedlower-tiermunicipalities.TheCounty,astheupper-tiermunicipality,hasseveralremoteofficeslocatedthroughouttheCountyandaheadquarterslocatedindowntownLondon,Ontario.
3. PURPOSE,BACKGROUNDANDINTENTThepurposeofthisRequestforProposal(RFP)istosolicitproposalsfromqualifiedvendorsfortheprocurement,installation,end-usertrainingandon-goingmanufacturersupportofaVoIPphonesystemsolutionthatwillmeettherequirementsofMiddlesexCountyasoutlinedinthisRFPdocument.In2008,theCountyimplementeditsfirstVoIPphonesystem.Sincethen,thecurrentsystemhasreachedendoflifeandislackingfunctionalityandfeaturesthathavebeenidentifiedbythebusinessunitsandtheInformationTechnologydepartment.Itistheintentatthistimetoreplacetwo(2)existingphonesystemsthatserviceboththemainAdministrativeOfficeslocatedat399RidoutSt.N.,London,ON.andLibraryHeadOfficelocatedat34BFrankSt.,Strathroy,ON.whileintegratinganyexistingVoIPphonesystemsthatarecurrentlydeployedthroughouttheCountytocreateaseamlessend-userexperiencewherepossible.Thenewphonesystemmustinclude:
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i. asystemthatissupportedbyahighlyqualifiedandreliablevendorwithexperienceinVoIPimplementations.
ii. Mainstreamproductswithstrongmanufacturercommitmentandvendorsupport.iii. EasilyintegratewithexistingVoIPsystemsandnetworkinfrastructure.iv. Capabilityofprovidingunifiedcommunicationsfeaturesthatintegratewiththe
County’scurrentMicrosoftExchangearchitecture.v. EasilymaintainedbyInformationTechnologystaffandothermunicipalstaffas
required.
4. PROPOSALCONTENTANDDOCTRINEOFSUBSTANTIALCOMPLIANCEThisRFPincludesbothmandatoryandratedrequirements.MiddlesexCountyrequestsproposalswhich:
i. confirmanddemonstratecompliancewithallstatedmandatoryrequirements;andii. shouldaddressorrespondtoeachofthestatedratedrequirements.
a) MandatoryRequirements
MandatoryrequirementsareexpressedinthisRFPusingtermssuchas“must”or“shall”andarefollowedbytheletter(M)insection6ofthisRFP.ThesemandatoryrequirementswillbeunderstoodtoconstituteanimperativerequirementofMiddlesexCountywithrespecttothisRFP.Proponentsarerequiredtoprovideaclearresponsetoeachmandatoryrequirementitemintheirproposals.IfamandatoryrequirementisnotprovidedinaProposal,thatProposalwillbeconsiderednon-compliantwiththisRFPandwillbeunabletobeevaluated/scoredundertheRatedRequirementsEvaluationCriteria(seeEvaluationMethodologyinsection7ofthisRFP)unlessthedoctrineofsubstantialcompliance(asdefinedinthisRFP)isdeemedtoapplybyMiddlesexCountyinitssoleandabsolutediscretion.Ifamandatoryrequirementisnottechnicallyfeasible,notinlinewithindustrystandards,orcontradictsotherrequirements,theProponentshouldstatesoinwritingtoMorganCalvert(mcalvert@middlesex.ca)onorbeforeDecember7th,2015at12:00pm.MiddlesexCountyinitssoleandabsolutediscretionmayrecommendchangestoProposalsinanaddendumtothisRFP(seesection9aofthisRFP).
b) RatedRequirementsProposalswillbeevaluatedandscoredpursuanttotheEvaluationMethodologysetoutinsection7ofthisRFP.TheRatedRequirementsEvaluationCriteriarateshowstronglyandtheeaseatwhichthecharacteristicsofthemandatoryrequirementsprovidedinproposalsmeettheCounty’sneeds.
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NotetoProponents:ItisessentialthatProposalsarestatedinaclearandconcisemanner.FailuretoprovidecompleteinformationasrequestedwillbetotheProponent’sdisadvantage.
c) DoctrineofSubstantialComplianceWhileitremainstheCounty’sprerogativeinitsabsoluteandsolediscretiontoexcludeanyproposalfromfurtherevaluationorconsiderationforhavingfailedtomeetamandatoryrequirement,MiddlesexCountyneverthelessreservestherightinitsabsoluteandsoleelectiontodeterminethataproposalsubstantivelycomplieswithamandatoryrequirement.Insuchacase,substantivecompliancemeanswherethesolutionproposedortheproposalitself:
i. accomplishesamandatoryrequirementusinganalternativemethodthanthatisenvisagedbyMiddlesexCounty;and
ii. thedegreethattheproposalisapparentlynon-compliantwiththespecifiedrequirementisconsideredbyMiddlesexCountytobeminorandnotmaterialtotheoverallintentofthisRFP.
5. AWARDOFTHISRFP
MiddlesexCountyreservestherighttoacceptorrejectanyandorallproposalsshouldsuchbedeterminedbyMiddlesexCountytobeinMiddlesexCounty’sbestinterest.Shouldonlyoneproposalbereceived,MiddlesexCountyreservestherighttorejectit.IntheeventthereisasuccessfulProponenttothisRFP,theAwardwillallowthesuccessfulProponentthesoleabilitytoprovidetheServicesasoutlinedintheMandatoryandRatedRequirements(Section6)ofthisRFP.
6. MANDATORYANDRATEDREQUIREMENTSOFTHISRFP(M)(R)a) MandatoryRequirements(M)
Note:WehavedeterminedthataCiscoBusinessEdition6000bestfitsourenvironmentandrequirements(refertoAppendixA),experience,technicalexpertise,trainingandeaseofintegrationwithexistingVoIPsystems.
Proponentsmaysubmitaproposalthatincorporatesothertypesofequipment.Ifthisisthecase,proponentsmustprovideasubmissionthatbestmatchesthetechnicalspecificationsoftheequipmentmentionedbelow.Proponentsmustalsoprovideanintegrationplan(includinganydocumentationthatsupportstheeaseofintegrationinwhichtheproposedequipmentwillintegratewithexistinginfrastructure),supportagreementandanytrainingrequirementsthatwouldaddresstheaboveconcernsincludinganyadditionalcostsassociated.
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Location#1–MiddlesexCountyBuilding,399RidoutSt.N.,London,ON.
Note:ThisistheprimaryphonesystemwhichallotherCountyoperatedphonesystemswillintegratewith.Themainequipmentwillbehousedatourdatacenterwhichisdirectlyacrossthestreet,connectedusingfibreinfrastructure.
I. FeaturesandRequirements
• Voicemailfor80users• CentralizedvoicemailforallVoIPusers• Voicemailtoemailcapabilityforallvoicemailusers• Auto-attendantwithcapabilitytoscheduleholidays,dayandnighthours• InstantMessaging,PresenceandExchangeemailintegrationforallphoneusers• Singlenumberreachfor10users• Desktopsoftphoneandmobiledevicephoneapp• AbilitytoregisterexternalphonestophonesystemthroughtheInternet• Abilitytoidentifythelocationofemergencycallers
II. TechnicalSpecifications
• InterfacewithaPRI• 87CiscoIPPhonesmodel#8811• 10CiscoIPPhonesmodel#8861• 2CiscoIPPhonesmodel#8831• 1CiscoIPPhonemodel#8851withone36extensionexpansionmodule• 4-portFXOmoduletoterminateanaloglines• LicensingforallrequirementsandcapabilitiesasoutlinedinSection6
III. AdditionalNetworkInfrastructure
• 2(two)48portCisco3850layer3switchesincludingredundantpower(noPoE
requirement)• NoProfessionalServicesrequiredfortheinstallationoftheseswitches
IV. ProfessionalServices
• Installationandimplementationofallcomponents,featuresandrequirements
asoutlinedinSection6• IntegrationofallexistingVoIPsystemsasidentifiedinAppendixA• VerificationofexistingnetworkconfigurationrelatingtoQoSonallcurrent
networkinfrastructurerelatingtothisproject
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Location#2–StrathroyLibraryOffice,34BFrankSt.,Strathroy,ON.
Note:Thisphonesystemwillservicetwolocationswithinmetersofeachother.Bothbuildingsareconnectedthroughfibreinfrastructure.ThephonesystemwillbelocatedatLibraryOffice(34BFrankSt.)andwillservetheLibraryBuilding(34AFrankSt.)aswell.
I. FeaturesandRequirements
• Voicemailfor25users• VoicemailtobecentralizedonMiddlesexCountyBuilding(Location#1)phone
system• Voicemailtoemailcapabilityforallvoicemailusers• 2auto-attendantswithcapabilitytoscheduleholidays,dayandnighthours• InstantMessaging,PresenceandExchangeemailintegrationforallphoneusers• Desktopsoftphoneandmobiledevicephoneappcapabilities• PhonesetsregistertoMiddlesexCountyBuilding(Location#1)phonesystem• Voicegatewayrouteractsasprimaryinboundandoutboundcallinggateway• OverflowoutboundcallingwillgothroughtheMiddlesexCountyBuilding
(Location#1)phonesystem• Abilitytoidentifythelocationofemergencycallers
II. TechnicalSpecifications
• 2(two)4-portFXOmodulestoterminate6existinganaloglines• 20CiscoIPPhonesmodel#8811• Appropriatelicensingforallrequirementsandcapabilities
III. AdditionalNetworkInfrastructure
• None
IV. ProfessionalServices
• Installationandimplementationofallcomponents,featuresandrequirements• IntegrationwithMiddlesexCountyBuilding(Location#1)phonesystem• VerificationofexistingnetworkconfigurationrelatingtoQoSonallcurrent
networkinfrastructurerelatingtothisproject
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AdditionalRequirementsI. AllintegratedphonesystemsshouldpointtomainphonesystemlocatedatLocation
#1–MiddlesexCountyBuilding,399RidoutSt.N.,London,ON.forcentralizedvoicemail.
II. AllphonesystemshaveseparateBusinessTelephoneNumbersbasedontheirlocation.
III. Allphonesystemsmustintegrate4-digitdialingbetweensites.IV. Allintegratedphonesystemsshallroutecallsthroughmainphonesysteminthe
eventtheyloseaccesstotheirlocalPOTSorPRIaccess.
b) StrengthofMandatoryRequirements(R)TheextenttowhichandeaseatwhichthespecificcharacteristicsoftheMandatoryRequirements(section6)providedinproposalsmeetMiddlesexCounty’sintentionandneedsasstatedinsection3ofthisRFPwillberated(R)pursuanttotheRatedRequirementsEvaluationCriteriasetoutinsection7(b)ofthisRFP.
c) InfrastructureRequirements(M)(R)
I. Mustseamlesslyintegratewithexistingnetworkandcommunicationsinfrastructure(asoutlinedinAppendixA).
II. Primaryphonesystemserversmustmeethighavailability/fail-overscenarios.III. Voicegatewayrouterdoesnotneedtoberedundantasalternatepathwillbe
configuredthroughintegrationofexistingvoicegatewayrouterlocatedatanothersiteconnectedthroughfibreinfrastructure.
d) PricingModel(M)(R)
ThePricingModelineachProposalmust:
I. includeacostbreakdownofeachMandatoryRequirementasdescribedinsection6.II. includeoneyearofmanufacturerwarranty.III. includeaseparatebillofmaterials(includingprofessionalservices)foreachlocation
a. Location#1–MiddlesexCountyBuilding,399RidoutSt.N.,London,ON.b. Location#2–StrathroyLibraryOffice,34BFrankSt.,Strathroy,ON.
IV. Includeaseparatecostforintegrationofexistingphonesystems(asoutlinedinAppendixA).
V. AtotalcostofallcomponentsasoutlinedthroughoutthisRFP.*NotetoProponents:InseparatingthecostassociatedtoeachMandatoryRequirement(section6),youareacknowledgingthatMiddlesexCountycanpickandchoose,initssolediscretion,whichMandatoryRequirementstoincludeintheinitialcostoftheprojectandthat
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thepriceforeachMandatoryRequirementwillnotchangedependingonthenumberofchoicesmade.IfMiddlesexCountydoesnotchoosetopurchaseaMandatoryRequirementattheinitialscopeofthisproject,itwillbearequirementthatMiddlesexCountyshallhavetheoptionbeforetheprojectiscompleted(asindicatedthroughasign-offprocedure)topurchaseanyMandatoryRequirementatthepriceoriginallyprovided.
e) ExperienceandQualifications(M)(R)Respondentsmustprovidethree(3)referenceswithlikeprojectsthatwemaycontact.Respondentsmustprovideabriefdescriptionoftheworkthatwasprovidedtothethree(3)listedreferencesandhowitrelatestotherequirementsasoutlinedinthisRFP.MiddlesexCountywilltakeintoaccountpastworkingexperiencewiththepotentialProponentasitrelatestopreviousprojectsbetweentheCountyandtheProponent.
f) TimelinesforProjectCompletion(M)(R)Theprimaryphonesystem(Location#1,seeSection6)mustbeinstalledandfullyoperationalbyApril4th2016.Integrationoftheadditionalphonesystems(Location#2,seeSection6andasoutlinedinAppendixA)mustbecompletedbyApril29th,2016.
g) ImplementationPlan(M)(R)RespondentsmustincludeanImplementationPlanthatincludes;I. AnassignedProjectManager.II. ScopeofWork.III. MiddlesexCountystaffinvolvementthroughoutthedurationoftheprojectincluding
anydeliverablesandexpectationsofthevendor.IV. Requiredvendoraccesstosystems,bothphysicalandlogicalV. TimelinesincludinganymilestoneskeepinginmindtheTimelinesforProject
Completionasoutlinedinsection6(f).VI. Proposedroll-outplan:BigBangorPhasedapproach.VII. Proposedend-userandsupportstafftrainingVIII. Anyotherinformationthatisnotlistedhere.IX. ProjectSign-Off
h) WSIBClearanceCertificateProponentsmustincludeacopyoftheirWSIBClearanceCertificate.
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7. EVALUATIONMETHODOLOGY
a) ExaminationforCompliancewithMandatory(M)RequirementsProposalswillfirstbeexaminedforcompliancewiththemandatoryrequirementsofthisRFP.Ifamandatoryrequirementisnotprovidedinaproposal,thatproposalwillbeconsiderednon-compliantwiththisRFPandwillbeunabletobeevaluated/scoredundertheRatedRequirementsEvaluationCriteria(section7ofthisRFP)unlessthedoctrineofsubstantialcompliance(asdefinedinthisRFP)isdeemedtoapplybyMiddlesexCountyinitssoleandabsolutediscretion.
b) Rated(R)RequirementsEvaluationCriteriaTheratedrequirementsofcompliantproposalswillbeevaluatedundertheRatedRequirementsEvaluationCriteriaprovidedinthetablebelow.Thelowestcost,oranyproposalatall,willnotnecessarilybeacceptedbyMiddlesexCounty.ThebasisforselectionofaproposalwillbetheproposalthatprovidesthebestoverallvalueasdeterminedbytheexerciseoftheRatedRequirementsEvaluationCriteria.MiddlesexCountyreservestherighttoacceptorrejectanyorallproposalsshouldsuchbedeemedbyMiddlesexCountyinitssolediscretiontobeinitsbestinterest.Shouldonlyoneproposalbereceived,MiddlesexCountyreservestherighttorejectit.
Item RatedRequirementsEvaluationCriteria EvaluationWeighting
1 PricingModel 45%2 StrengthofMandatoryRequirements 20%3 ExperienceandQualifications(includingqualityofreferences) 20%4 Demonstratedunderstandingoftheprojectand
professionalismofproposal10%
5 ImplementationPlan 5%Total 100%
8. ADDITIONALGENERALCONDITIONSOFTHISRFP
a) IndependentContractorStatusofProponent;IndemnityandInsuranceAcknowledgement
TheProponentacknowledgesthatinprovidingaproposal,thatitprovidessuchasanindependentcontractorandforthesolepurposeofexecutingtheServicesasoutlinedin
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Section6ofthisRFP.NeithertheProponentnoranyofitspersonnelisengagedasanemployee,servantoragentofMiddlesexCounty.Asanindependentcontractor,theProponentfurtheracknowledgesthatintheeventitwastoenterintoanagreementwithMiddlesexCountyfortheprovisionoftheServicesasoutlinedinSection6,itwouldberequiredto:
i) release,indemnifyandholdcompletelyharmlessMiddlesexCountyfromanyandallliability,includinglegalcosts,whichmaybeattributedtothenegligenceoftheProponentinitsprovisionofservices;
ii) carryaCommercialGeneralLiabilityInsurancepolicyonanoccurrencebasisinanamountandwithappropriatepolicycoverageasdeterminedtobeappropriatebyMiddlesexCounty;and
iii) carryErrorsandOmissionscoverageforpotentialerrorsandomissionsarisingfromtheprovisionofitsservicesinanamountdeterminedtobeappropriatebyMiddlesexCountywhichisunderwrittenbyaninsurerlicensedtoconductbusinessintheProvinceofOntario.
b) SubcontractingandAssignment
TheProponentacknowledgesthatinanypotentialcontractwithMiddlesexCounty,nosubcontractingorassignmentofrightsandobligationsoftheProponentwillbepermittedwithoutthewrittenconsentofMiddlesexCounty.
9. ADDITIONALSPECIALCONDITIONSOFTHISRFP
a) AddendaMiddlesexCountyreservestherighttorevisethisRFPuptothefinaldateforthedeadlineforreceiptofproposals(January18,2016at4:30p.m.).AnynecessaryaddendatothisRFPwillbepostedonMiddlesexCountywebsite(www.middlesex.ca)ONLY.MiddlesexCountyatitsdiscretionmayormaynotchangethedateforsubmissionsdependingonthedateandextentofanyAddenda.
b) QuestionPeriodIntheeventanyproponenthasclarificationquestion(s)ontherequirementsforthesubmissionofaproposalpursuanttothisRFP,suchquestionsmustbesubmittedbyemailtoMorganCalvert(mcalvert@middlesex.ca)onorbeforeDecember7,2015at12:00p.m.AnswerstoallclarificationquestionswithrespecttothesubmissionofaproposalwillbeprovidedinanaddendumwhichwillbepostedonMiddlesexCountywebsite(www.middlesex.ca)ONLY,onDecember14th,2015.OnlyanswersrequestingclarificationontherequirementsforthesubmissionofaProposalwillbeanswered.
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c) OwnershipAllfilesincludingbutnotlimitedto,configurationfiles,backupfiles,projectdocumentationandanyotherdatacreatedduringtheexecutionofallServicesasoutlinedinSection6ofthisRFPbelongtoMiddlesexCountyandwillbeprovidedtoMiddlesexCountypriortoprojectcompletionandsign-off.Allequipment,softwareandhardwarepurchasedthroughtheServicesasoutlinedintheMandatoryandRatedRequirementsofthisRFP(Section6)belongtoMiddlesexCountyandwillbeprovidedtoMiddlesexCountypriortoprojectcompletionandsign-off.
d) ConfidentialityTheProponentacknowledgesthatanyandallinformationrelatingtothebusinessandaffairsofMiddlesexCountyareconfidentialandthatanyandallinformationexchangedrelatingtothisRFPisstrictlyconfidential.
10. SUBMISSIONOFPROPOSALSANDTIMELINEOFRFPEVENTS
a) SubmissionofProposalsPleaseensurethatyourProposal:
- Emailsubjectlineisclearlymarked“MiddlesexCountyPhoneSystemRFP”o Failuretodosomaycausethesubmissiontobeoverlooked
- FollowtheflowofthisRFPdocument,includingnumberingscheme- Includename,contactinformation,experienceandqualificationsofallteammembers
whowillcontributetothisproject- Includeanoverviewofyourunderstandingofthisproject- Provideforandaddressesallmandatory(M)andrated(R)requirementsofthisRFP(see
Section6)- IncludeascannedcopyofanoriginalendorsedRFPResponseForm(finalpageofthis
document)and;- Issubmittedviae-mailtoMorganCalvert(mcalvert@middlesex.ca)byJanuary18th,
2016at4:30pm
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b) TimelineofRFPEvents
Event DatePostingofRFP
- MiddlesexCounty(www.middlesex.ca)- MISA(www.misa-asim.ca)
Nov23,2015
Finaldateofsubmissionofclarificationquestions(by12pm) Dec7,2015Finaldateofsubmissionofnon-feasiblemandatoryrequirements(by12pm)
Dec7,2015
Postingofanswerstoclarificationquestions- MiddlesexCounty(www.middlesex.ca)ONLY
Dec14,2015
DeadlineforreceiptofProposals(by4:30pm) Jan18,2016EvaluationofProposalswithadecisiontobemadeby Jan25,2016Projecttobecompletedby RefertoSection6(f)
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AppendixA–CurrentInfrastructureandNetworkMapsBelowisalistofcurrentinfrastructureandsystemsthatthephonesystem(asoutlinedinthisRFP)willberequiredtoeasilyintegratewith.Location System/Manufacturer DescriptionOverall - MicrosoftExchange2010
- MicrosoftActiveDirectoryDomainServices
- VMWareVirtualInfrastructure- BladeC7000Chassis
SharedInfrastructureServices
MainHQ(Location#1refertoSection6)
- Cisco385048portPoE Switches
DataCentre - Cisco385024portPoE- CheckpointFirewall- AvayaBCM450
RedundantcoreswitchesRedundantFirewallsCurrentphonesystem
LibraryOffice(Location#2refertoSection6)
- AvayaBCM50- (2)Avaya452448portPoE
PhonesystemwithvoicemailDistribution/Accessswitches
EMSHQ - Cisco2911w/CUCMEandCUE- Cisco385048portPoE
PhonesystemwithvoicemailDistribution/Accessswitch
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NetworkMap(Simplified)–Current
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NetworkMap(Simplified)–ProposedFuture
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RFPRESPONSEFORM(ACKNOWLEDGEMENT)RequestforProposalRFPNo.IT-2015-101PhoneSystemReplacementI/WehavereadandunderstandthisRFP,includingallAddendatothisRFP,andherebyagreetoallofthetermsandconditionsnotedinthisRFPandallAddendathereto.Datedat___________,Ontariothis____dayof_________,2015.______________________________NameofProponent(pleaseprint)____________________________________________________________Address____________________________Telephone____________________________Facsimile____________________________EmailPer:_________________________________SignatureofProponent_____________________(Name),_____________________(Position)Ihaveauthoritytobindthe__________________(businesstype)
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